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PERKHIDMATAN UTAMA SISWAZAH
PEJABAT TIMBALAN NAIB CANSELOR (AKADEMIK & ANTARABANGSA) Kod Dokumen: UPM/PU/S/P014
Halaman: 1/12
No. Semakan: 10
No. Isu: 02
PROSEDUR PENILAIAN TESIS PELAJAR SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
1.0 SKOP Prosedur ini merangkumi semua tatacara penilaian tesis pelajar siswazah yang mengikuti program secara penyelidikan (Master dan PhD) termasuk pelantikan Jawatankuasa Peperiksaan Tesis dan pelaksanaan peperiksaan akhir (Viva voce).
2.0 TANGGUNGJAWAB
Timbalan Naib Canselor (Akademik dan Antarabangsa), Penyelaras dan Pegawai Tadbir Unit Tesis bertanggungjawab memastikan prosedur ini dilaksanakan. Sesiapa yang terlibat perlu mematuhi prosedur ini.
3.0 DOKUMEN RUJUKAN
Kod Dokumen Tajuk Dokumen
Terkini Universities and University College Act 1971, Constitution of Universiti Putra Malaysia, Universiti Putra Malaysia (Graduate Studies), Rules 2003
UPM/PU/S/P017 Prosedur Pengesahan dan Pengurniaan Ijazah Pelajar Siswazah
UPM/PU/S/AK03/01 Arahan Kerja Penghantaran Tesis kepada Ahli Jawatankuasa Peperiksaan Tesis
UPM/PU/S/AK03/02 Arahan Kerja Menjalankan Peperiksaan Akhir (Viva voce)
UPM/SGS/BP02 Guide to Thesis Preparation
PU/S/GP01 Garis Panduan Pelantikan Ahli Jawatankuasa Peperiksaan Tesis
PU/S/GP02 Guidelines for Viva voce
PU/S/GP03 Guidelines for the Preparation of a Thesis Examination Report
PERKHIDMATAN UTAMA SISWAZAH
PEJABAT TIMBALAN NAIB CANSELOR (AKADEMIK & ANTARABANGSA) Kod Dokumen: UPM/PU/S/P014
Halaman: 2/12
No. Semakan: 10
No. Isu: 02
PROSEDUR PENILAIAN TESIS PELAJAR SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
4.0 TERMINOLOGI DAN SINGKATAN
GB : Gagal dan Diberhentikan i-GIMS : Internet Graduate Information Management System JKKPPPTP : Jawatankuasa Kecil Pelantikan Penyelia dan Pemeriksa Tesis
Pelajar JKKSTT : Jawatankuasa Kecil Semakan Tajuk Tesis JKPSU : Jawatankuasa Pengajian Siswazah Universiti JKP : Jawatankuasa Penyeliaan JKPPT : Jawatankuasa Peperiksaan Tesis J/K : Jawatankuasa Penyelaras : Dekan/Timbalan Dekan Fakulti;
Pengarah/Timbalan Pengarah Institut; Pegawai yang dilantik sebagai Penyelaras Pengajian Siswazah Fakulti/Institut
PhD : Doktor Falsafah PS : Pengajian Siswazah PT : Pegawai Tadbir PT (P/O) : Pembantu Tadbir (Perkeranian dan Operasi) SPS : Sekolah Pengajian Siswazah TD : Timbalan Dekan TNCAA : Timbalan Naib Canselor (Akademik dan Antarabangsa) TPKD PP : Timbalan Pegawai Kawalan Dokumen Peneraju Proses TWP : Timbalan Wakil Pengurusan TWP PP : Timbalan Wakil Pengurusan Peneraju Proses WP : Wakil Pengurusan
PERKHIDMATAN UTAMA SISWAZAH
PEJABAT TIMBALAN NAIB CANSELOR (AKADEMIK & ANTARABANGSA) Kod Dokumen: UPM/PU/S/P014
Halaman: 3/12
No. Semakan: 10
No. Isu: 02
PROSEDUR PENILAIAN TESIS PELAJAR SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
5.0 PROSES TERPERINCI
Tanggungjawab
Carta alir Perincian Rekod/ Dokumen
Rujukan
Penyelaras/ PT/
PT (P/O) Fakulti/Institut
PT (P/O) SPS
5.2 (a) Terima borang Notis Penyerahan Tesis (PU/S/BR03/GS-14a) yang lengkap daripada pelajar, sahkan maklumat yang diterima dan majukan borang berkenaan ke SPS.
Nota:
Terima borang PU/S/BR03/GS-14a yang lengkap daripada Fakulti/Institut, sahkan penerimaan borang dan failkan.
Borang Notis Penyerahan Tesis (PU/S/BR03/GS-14a)
Penyelaras/ PT/
PT (P/O) Fakulti/Institut
(b) Mulakan proses mendapatkan cadangan penamaan ahli JKPPT sebaik sahaja menerima borang PU/S/BR03/GS-14a daripada pelajar.
Penyelaras/ PT/
PT (P/O) Fakulti/Institut
(c) Lengkapkan maklumat cadangan penamaan ahli JKPPT ke dalam i-GIMS dan cetak borang Penamaan Jawatankuasa Peperiksaan Tesis (PU/S/BR03/GS-14b).
Nota:
Maklumat hanya boleh dimuatnaik setelah Pengerusi JKP mengesahkan borang PU/S/BR03/GS-14a melalui i-GIMS dan status pelajar adalah aktif.
Borang Penamaan Jawatankuasa Peperiksaan Tesis (PU/S/BR03/GS-14b)
PT/PT (P/O)
Fakulti/Institut (d) Majukan cadangan nama ahli JKPPT ke
SPS melalui borang PU/S/BR03/GS-14b yang telah dilengkapkan berserta curriculum vitae pemeriksa luar, dalam tempoh 60 hari selepas penerimaan borang PU/S/BR03/GS-14a daripada pelajar.
TD/PT/PT (P/O)
SPS 5.3 Semak cadangan pelantikan ahli JKPPT dan
pastikan mengikut kriteria yang ditetapkan dalam Universities and University College Act 1971, Constitution of Universiti Putra Malaysia, Universiti Putra Malaysia (Graduate Studies), Rules 2003.
Universities and University College Act 1971, Constitution of Universiti Putra Malaysia, Universiti Putra Malaysia (Graduate Studies), Rules 2003.
5.1 Mula
5.3 Terima dan Semak Cadangan Pelantikan Ahli
JKPPT daripada Fakulti/Institut
A B
5.2 Terima Borang Notis Penyerahan Tesis
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No. Semakan: 10
No. Isu: 02
PROSEDUR PENILAIAN TESIS PELAJAR SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
Tanggungjawab
Carta alir Perincian Rekod/ Dokumen
Rujukan
5.4 Lengkap dan sesuai? (a) Jika ya, ikut langkah 5.6.
(b) Jika tidak, ikut langkah 5.5.
PT SPS 5.5 Minta fakulti/institut lengkapkan maklumat yang
diperlukan atau membuat perubahan seperti yang dicadangkan dan/atau kemukakan cadangan baharu dalam tempoh 30 hari selepas daripada tarikh notis yang dihantar oleh pihak SPS dan ikut langkah 5.3.
TD/PT/PT (P/O)
SPS 5.6 Sediakan kertas mesyuarat Cadangan Pelantikan
Ahli JKPPT untuk semakan JKKPPPTP.
5.7 Penamaan disokong?
(a) Jika ya, ikut langkah 5.8.
(b) Jika tidak, ikut langkah 5.5.
TD/PT/PT (P/O)
SPS 5.8 Sediakan kertas mesyuarat Cadangan Pelantikan
Ahli JKPPT yang telah disemak kesesuaiannya oleh JKKPPPTP untuk pertimbangan dan kelulusan JKPSU.
Nota:
Bagi kes tertentu, cadangan penamaan ahli JKPPT boleh terus dibawa ke JKPSU untuk kelulusan tanpa perlu disemak oleh JKKPPPTP dengan kebenaran Dekan.
Ya
Tidak
Ya
Tidak
5.5 Minta Fakulti/Institut Lengkapkan Borang atau Kemukakan Penamaan
Baharu
5.6 Mesyuarat JKKPPPTP
5.8 Mesyuarat JKPSU
5.4 Lengkap dan Sesuai?
A
C
B
D
5.7 Penamaan Disokong?
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PROSEDUR PENILAIAN TESIS PELAJAR SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
Tanggungjawab
Carta alir Perincian Rekod/ Dokumen
Rujukan
5.9 Lulus?
(a) Jika ya, ikut langkah 5.11.
(b) Jika tidak, ikut langkah 5.10.
TD/PT/PT (P/O)
SPS
6.10 (a) Minta fakulti/institut membuat perubahan seperti yang dicadangkan dan/atau kemukakan cadangan baharu dalam tempoh 30 hari selepas daripada tarikh notis yang dihantar.
TD/PT/PT (P/O)
SPS (b) Pastikan cadangan tersebut
dipertimbangkan semula oleh JKPSU untuk kelulusan.
PT/PT (P/O) SPS 5.11 (a) Muatnaik keputusan JKPSU dalam i-
GIMS.
TD/PT (P/O) SPS (b) Maklumkan keputusan JKPSU dengan
menghantar surat pelantikan kepada ahli JKPPT selepas diluluskan oleh JKPSU.
TD/PT/PT (P/O)
SPS (c) Jika Pengerusi dan/atau mana-mana
pemeriksa yang telah dilantik menolak pelantikan rujuk Langkah 5.5.
Penyelaras/PT/
PT (P/O) Fakulti/Institut
5.12 (a) Terima borang (PU/S/BR03/GS-15a) yang lengkap dan sahkan maklumat di bahagian berkaitan.
Borang Penyerahan Tesis Untuk Peperiksaan (PU/S/BR03/GS-15a)
Penyelaras/PT/
PT (P/O) Fakulti/Institut
(b) Minta pelajar majukan borang (PU/S/BR03/GS-15a) yang telah dilengkapkan beserta empat (4) (untuk PhD)/tiga (3) (untuk Master) naskhah tesis ke SPS.
Nota:
Bagi program ICP, proses serahan tesis bergantung kepada perjanjian di antara UPM dengan institusi berkenaan.
Borang Penyerahan Tesis Untuk Peperiksaan (PU/S/BR03/GS-15a)
PT/PT (P/O) SPS (c) Terima borang (PU/S/BR03/GS-15a)
yang lengkap beserta empat (4)/tiga (3) naskhah tesis dan sahkan maklumat di bahagian berkaitan.
Borang Penyerahan Tesis Untuk Peperiksaan (PU/S/BR03/GS-15a)
Tidak
Ya
5.10 Minta Fakulti/Institut Kemukakan Penamaan
Baharu
5.12 Hantar Tesis kepada Ahli JKPPT Setelah
Menerima Tesis daripada Pelajar untuk Peperiksaan
5.11 Hantar Surat Pelantikan kepada Ahli JKPPT
5.9 Lulus?
C DD
E
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No. Isu: 02
PROSEDUR PENILAIAN TESIS PELAJAR SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
Tanggungjawab
Carta alir Perincian Rekod/ Dokumen
Rujukan
PT/PT (P/O) SPS (d) Lengkapkan maklumat penerimaan ke dalam i-GIMS.
TD/PT/PT (P/O) SPS (e) Hantar salinan tesis kepada ahli JKPPT
dalam tempoh tujuh (7) hari bekerja selepas menerima tesis daripada pelajar.
Arahan Kerja Penghantaran Tesis kepada Ahli Jawatankuasa Peperiksaan Tesis (UPM/PU/S/AK03/01)
TD/PT/PT (P/O) SPS (f) Jika mana-mana pemeriksa yang telah
dilantik menolak pemeriksaan tesis rujuk langkah 5.5.
5.13 Terima laporan pemeriksaan tesis? (a) Jika ya, lengkapkan maklumat ke dalam
i-GIMS dan ikut Langkah 5.15.
(b) Jika tidak diterima dalam tempoh ditetapkan, ikut langkah 5.14.
Nota:
Bagi program ICP, proses penerimaan laporan pemeriksaan tesis bergantung kepada perjanjian di antara UPM dengan institusi berkenaan.
TD/PT/PT (P/O) SPS
5.14 Hantar peringatan kepada pemeriksa sekiranya pemeriksa tidak menghantar laporan pemeriksaan tesis dalam tempoh 45 hari bagi PhD atau 30 hari bagi Master, dari tarikh penerimaan tesis.
Arahan Kerja Penghantaran Tesis kepada Ahli Jawatankuasa Peperiksaan Tesis (UPM/PU/S/AK03/01)
PT/PT (P/O) SPS 5.15 (a) Hantar notis panggilan Viva voce kepada
pelajar, ahli JKPPT dan ahli JKP selepas mendapat persetujuan daripada ahli JKPPT.
JKPPT (b) Jalankan Peperiksaan Akhir (Viva voce).
Nota:
Bagi program ICP, proses peperiksaan akhir (viva voce) bergantung kepada perjanjian di antara UPM dengan institusi berkenaan.
JKPPT
(c) Maklum kepada pelajar Keputusan Peperiksaan Akhir (Viva voce) mengikut salah satu keputusan berikut:
Ya
Tidak
5.15 Jalankan Peperiksaan Akhir (Viva voce)
5.14 Hantar Peringatan kepada Pemeriksa
E
F
5.13 Terima Laporan Pemeriksaan Tesis?
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PROSEDUR PENILAIAN TESIS PELAJAR SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
Tanggungjawab
Carta alir Perincian Rekod/ Dokumen
Rujukan
(i) Tesis diterima tanpa pindaan. Pelajar diberi tempoh 15 hari untuk membuat pembetulan kepada tesis sepertimana yang dicadangkan oleh JKPPT. Kemudian, ikut langkah 5.16.
(ii) Tesis diterima dengan pindaan (Minor atau Major). Pelajar diberi tempoh 30 hari jika pindaan minor atau 60 hari jika pindaan major untuk membuat pembetulan kepada tesis sepertimana yang dicadangkan oleh JKPPT. Kemudian, ikut langkah 5.16.
Nota:
Pelajar boleh memohon pelanjutan tempoh penghantaran tesis dengan sokongan Penyelia kepada Dekan SPS.
(iii) Peperiksaan Semula Lisan (Re-viva
voce). Jalankan peperiksaan tersebut dalam tempoh 60 hari selepas peperiksaan pertama. Jika lulus, ikut Langkah 5.16. Jika tidak, pelajar diberi gred GB.
(iv) Penyerahan Semula Tesis (Re-submission). Pelajar diberi tempoh maksimum 2 semester atau setahun untuk membuat segala pembetulan dan menyerahkan semula tesis untuk peperiksaan. Pelajar perlu melengkapkan borang (PU/S/BR03/GS-15b). Kemudian ikut langkah 5.12. Nota:
Pelajar boleh memohon pelanjutan tempoh penghantaran tesis dengan
Borang Penyerahan Semula Tesis untuk Peperiksaan (PU/S/BR03/GS-15b)
F
F
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No. Semakan: 10
No. Isu: 02
PROSEDUR PENILAIAN TESIS PELAJAR SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
Tanggungjawab
Carta alir Perincian Rekod/ Dokumen
Rujukan
sokongan Penyelia kepada Dekan SPS.
(v) Penyerahan semula tesis PhD
sebagai tesis Master. Pelajar diberi tempoh 60 hari untuk membuat pembetulan kepada tesis sepertimana yang dicadangkan oleh JKPPT. Kemudian, ikut langkah 5.16.
Nota:
Pelajar boleh memohon pelanjutan tempoh penghantaran tesis dengan sokongan Penyelia kepada Dekan SPS.
(vi) Tesis ditolak.
Pelajar diberi gred GB.
PT/PT (P/O) SPS (d) Dapatkan laporan daripada Pengerusi
JKPPT selepas Viva voce dijalankan.
PT/PT (P/O) SPS (e) Berikan salinan laporan viva voce
kepada pelajar, Pengerusi JKP, ahli JKPPT (kecuali Pemeriksa Luar) dan Penyelaras selepas mendapat laporan tersebut.
(f) Lengkapkan maklumat keputusan viva voce ke dalam i-GIMS.
Arahan Kerja Menjalankan Peperiksaan Akhir (Viva voce) (UPM/PU/S/AK03/02)
Penyelaras/PT/
PT (P/O) Fakulti/Institut
6.16 (a) Terima borang Penyerahan Tesis Selepas Peperiksaan Akhir (Viva voce) (PU/S/BR03/GS-16a) yang telah disahkan oleh Pengerusi JKPPT, Pemeriksa dan Pengerusi JKP pelajar dan sahkan dengan melengkapkan bahagian berkaitan pada borang berkenaan.
Borang Penyerahan Tesis Selepas Peperiksaan Akhir (Viva voce) (PU/S/BR03/GS-16a)
Penyelaras/PT/
PT (P/O) Fakulti/Institut
(b) Minta pelajar majukan borang PU/S/BR03/GS-16a yang telah dilengkapkan beserta satu naskhah tesis dan dokumen lain yang berkaitan ke SPS.
PT/PT (P/O) SPS (c) Terima borang PU/S/BR03/GS-16a yang
lengkap beserta satu naskhah tesis dan dokumen lain yang berkaitan dan
5.16 Terima Tesis Selepas Peperiksaan Akhir (Viva
voce)
F
G
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PROSEDUR PENILAIAN TESIS PELAJAR SISWAZAH
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Tanggungjawab
Carta alir Perincian Rekod/ Dokumen
Rujukan
sahkan maklumat yang diterima dengan melengkapkan bahagian berkaitan pada borang berkenaan.
PT/PT (P/O) SPS (d) Lengkapkan maklumat ke dalam i-GIMS.
TD/PT/PT (P/O) SPS
(e) Sediakan senarai pelajar bagi kertas mesyuarat Cadangan Pengurniaan Ijazah Lanjutan kepada JKKSTT untuk semakan, kepada JKPSU untuk kelulusan dan seterusnya kepada Senat Universiti untuk perakuan.
Prosedur Pengesahan dan Pengurniaan Ijazah Pelajar Siswazah (UPM/PU/S/P017
5.17 Tamat
G
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6.0 REKOD
Bil Kod Fail, Tajuk Fail dan Senarai Rekod
Tanggungjawab Mengumpul dan
Memfail
Tanggungjawab Menyelenggara
Tempat dan Tempoh
Simpanan
Kuasa Melupus
1. UPM/SPS/(No. Matrik) Fail Pelajar
Borang Notis Penyerahan Tesis (PU/S/BR03/GS-14a), Jadual Kandungan dan Ringkasan Penyelidikan.
Borang Penamaan Jawatankuasa Peperiksaan Tesis (PU/S/BR03/GS-14b) dan salinan Curriculum Vitae Pemeriksa Luar.
Surat pelantikan ahli JKPPT.
Borang Penyerahan Tesis untuk Peperiksaan (PU/S/BR03/GS-15a) atau Borang Penyerahan Semula Tesis untuk Peperiksaan (PU/S/BR03/GS-15b).
Surat penghantaran tesis kepada ahli JKPPT.
Notis peringatan kepada pemeriksa (jika berkaitan).
Laporan Pemeriksa.
Surat Jemputan Peperiksaan Akhir (Viva voce) kepada yang berkenaan.
Surat pengedaran laporan Peperiksaan Akhir (Viva voce).
Notis peringatan menghantar laporan peperiksaan akhir (Viva voce) kepada Pengerusi JKPPT (jika berkaitan).
Borang Penyerahan Tesis Selepas Peperiksaan Akhir (Viva voce) (PU/S/BR03/GS-16a) dan senarai pembetulan tesis.
PT/PT (P/O) SPS PT/PT (P/O) SPS Bilik Fail Pelajar, SPS /
Network Attached Storage
Kekal
Ketua Pengarah
Arkib Negara
Malaysia
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PROSEDUR PENILAIAN TESIS PELAJAR SISWAZAH
Tarikh: 19/06/2020
Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
Bil Kod Fail, Tajuk Fail dan Senarai Rekod
Tanggungjawab Mengumpul dan
Memfail
Tanggungjawab Menyelenggara
Tempat dan Tempoh
Simpanan
Kuasa Melupus
2. UPM/(Kod PTJ)/(No. Matrik) Fail Pelajar
Salinan borang Notis Penyerahan Tesis (PU/S/BR03/GS-14a), Jadual Kandungan dan Ringkasan Penyelidikan.
Salinan borang Penamaan Jawatankuasa Peperiksaan Tesis (PU/S/BR03/GS-14b) dan salinan Curriculum Vitae Pemeriksa Luar.
Salinan laporan Peperiksaan Akhir (Viva voce).
PT/PT (P/O) Fakulti/Institut
PT/PT (P/O) Fakulti/Institut
Bilik Fail Fakulti/ Institut
Sekurang-kurangnya 2
tahun selepas pelajar
bergraduat
Ketua Pengarah
Arkib Negara
Malaysia
3. UPM/600-3/2/6 Senarai Salinan Manuskrip Tesis Pelajar
PT (P/O) SPS PT (P/O) SPS Network Attached Storage
Kekal
Ketua Pengarah
Arkib Negara
Malaysia
4. UPM/600-3/2/8 Rekod Edaran Tesis/CD ke Perpustakaan
Surat Edaran Tesis/CD
Senarai Nama Pelajar
Borang Pengesahan Penerimaan Tesis (PU/S/BR03/GS-16c)
PT (P/O) SPS PT/PT (P/O) SPS Pejabat Am Unit Tesis /
Network Attached Storage
Kekal
Ketua Pengarah
Arkib Negara
Malaysia
5. UPM/(Kod PTJ)/600-3/2/5 Senarai Naskhah Tesis
Senarai Nama Pelajar
PT (P/O) Fakulti/ Institut
PT (P/O) Fakulti/ Institut
Fakulti/ Institut
Kekal
Ketua Pengarah
Arkib Negara
Malaysia
6. UPM/(Kod PTJ)/600-4/2/9
Pelantikan Pemeriksa
PT (P/O) Fakulti/ Institut
PT (P/O) Fakulti/ Institut
Fakulti/ Institut
Ketua Pengarah
Arkib
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PROSEDUR PENILAIAN TESIS PELAJAR SISWAZAH
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Dokumen yang dicetak adalah ‘DOKUMEN TIDAK TERKAWAL’
Bil Kod Fail, Tajuk Fail dan Senarai Rekod
Tanggungjawab Mengumpul dan
Memfail
Tanggungjawab Menyelenggara
Tempat dan Tempoh
Simpanan
Kuasa Melupus
Rekod/Catatan Persetujuan Pelantikan Pemeriksa Luar.
CV Pemeriksa Luar.
3 tahun Negara Malaysia
7. UPM/600-9/26 Minit Mesyuarat JKKPPPTP
Minit Mesyuarat JKKPPPTP.
Kertas Kerja yang berkaitan.
PT/PT (P/O) SPS
PT/PT (P/O) SPS Network Attached Storage
3 tahun
Ketua Pengarah
Arkib Negara
Malaysia
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P014
Page: 1/11
Review No. : 10
Issue No. : 02
PROCEDURE FOR POSTGRADUATE THESIS ASSESSMENT
Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
1.0 SCOPE The procedure encompasses all matters pertaining of thesis evaluation for postgraduate students who enrolled in research based programmes (Masters and PhD) including the appointment of Thesis Examination Committee and the execution of final exam (Viva voce)
2.0 RESPONSIBILITY
The Deputy Vice Chancellor (Academic and International), Coordinator and Administrative Officer of Thesis Unit are responsible to ensure this procedure is implemented. All parties involved must adhere to this procedure.
3.0 REFERENCE DOCUMENT
Document Code Title of Document
Current Universities and University College Act 1971, Constitution of Universiti Putra Malaysia, Universiti Putra Malaysia (Graduate Studies), Rules 2003
UPM/PU/S/P017 Procedure for The Endorsement and Conferment of Postgraduate Degree
UPM/PU/S/AK03/01 Work Instruction of Thesis Submission to Committee Members of Thesis Examination
UPM/PU/S/AK03/02 Work Instruction For Conducting Viva voce
UPM/SGS/BP02 Guidelines for Thesis Preparation
PU/S/GP01 Guidelines for the Appointment of Members of Thesis Examination Committee
PU/S/GP02 Guidelines for Viva voce
PU/S/GP03 Guidelines for the Preparation of Thesis Examination Report
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P014
Page: 2/11
Review No. : 10
Issue No. : 02
PROCEDURE FOR POSTGRADUATE THESIS ASSESSMENT
Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
4.0 TERMINOLOGY AND ACRONYM
GB : Fail and Dismissed i-GIMS : Internet Graduate Information Management System JKKPPPTP : Supervisor and Thesis Examiner Appointment Subcommittee JKKSTT : Thesis Topic Review Subcommittee JKPSU : University Graduate Studies Committee JKP : Supervisory Committee JKPPT : Thesis Examination Committee J/K : Committee Coordinator : Dean/Deputy Dean of Faculty; Director/Deputy Director of
Institute; Officer appointed as Coordinator of Graduate Studies, Faculty/Institute
PhD : Doctor of Philosophy PS : Post Graduate Studies PT : Administrative Officer PT (P/O) : Administrative Assistant (Clerical and Operational) SPS : School of Graduate Studies TD : Deputy Dean TNCAA : Deputy Vice Chancellor (Academic and International) TPKD PP : Deputy Document Control Officer of Process Owner TWP : Deputy Management Representative TWP PP : Deputy Management Representative of Process Owner WP : Management Representative
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P014
Page: 3/11
Review No. : 10
Issue No. : 02
PROCEDURE FOR POSTGRADUATE THESIS ASSESSMENT
Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
5.0 PROCESS IN DETAIL
Responsibility
Flowchart Details Reference
Document/Record
Coordinator/ PT/
PT (P/O) Faculty/Institute
PT (P/O) SPS
5.2 (a) Receive completed Notice of Thesis Submission (PU/S/BR03/GS-14a) from student, verify information received and forward the form to SGS.
Notes:
Receive completed PU/S/BR03/GS-14a form from Faculty/Institute, verify receival of form and file it.
Notice of Thesis Submission
(PU/S/BR03/GS-14a)
Coordinator/ PT/
PT (P/O) Faculty/Institute
(b) Start the nomination process for JKPPT members once the form PU/S/BR03/GS-14a is received from the student.
Coordinator/ PT/
PT (P/O) Faculty/Institute
(c) Complete information regarding nomination of nomination proposal of JKPPT members in i-GIMS and print Nomination of Thesis Examination Committee form (PU/S/BR03/GS-14b).
Notes:
Information can only be uploaded once the JKP Chairman has endorsed the PU/S/BR03/GS-14a form in i-GIMS and student’s status is active.
Nomination of Thesis Examination
Committee Form (PU/S/BR03/GS-14b)
PT/PT (P/O)
Faculty/Institute (d) Forward the nominated JKPPT members’
names to SGS via PU/S/BR03/GS-14b form that has been completed together with the external examiner’s curriculum vitae, within 60 days upon receiving PU/S/BR03/GS-14 form from students.
TD/PT/PT (P/O)
SPS 5.3 Check the nomination of JKPPT members
appointment and ensure the criteria set in Universities and University College Act 1971, Constitution of Universiti Putra Malaysia, Universiti Putra Malaysia (Graduate Studies), Rules 2003 are complied.
Universities and University College Act 1971, Constitution of
Universiti Putra Malaysia, Universiti
Putra Malaysia (Graduate Studies),
Rules 2003
5.1 Start
5.3 Receive and Check the Nomination of JKPPT Members
from Faculty/Institute
5.2 Notice of Thesis Submission
Form
A
B
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P014
Page: 4/11
Review No. : 10
Issue No. : 02
PROCEDURE FOR POSTGRADUATE THESIS ASSESSMENT
Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
Responsibility
Flowchart Details Reference
Document/Record
5.4 Complete and appropriate (a) If Yes, proceed to step 5.6.
(b) If No, proceed to step 5.5.
PT SPS 5.5 Request faculty/institute to complete the
required information or make changes as suggested and/or present new suggestion within thirty (30) days after the date of notice sent by SGS and proceed to step 5.3.
TD/PT/PT (P/O)
SPS 5.6 Prepare meeting documents for the nomination
of JKPPT members for JKKPPPTP review.
5.7 Supported nomination (a) If Yes, proceed to step 5.8.
(b) If No, proceed to step 5.5.
TD/PT/PT (P/O)
SPS 5.8 Prepare meeting documents for the nomination
proposal of JKPPT members that have been reviewed by JKKPPPTP to be considered and approved by JKPSU.
Note:
For special cases, proposed nomination JKPPT member can be forwarded directly to JKPSU with the Dean’s approval without being received by JKKPPPTP.
Yes
No
Yes
No
5.5 Request Faculty/Institute to Complete the Form or Submit
New Nomination
5.6 JKKPPPTP Meeting
5.8 JKPSU Meeting
5.4 Complete and Appropriate?
5.7 Nomination is Supported?
B
A
D
C
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P014
Page: 5/11
Review No. : 10
Issue No. : 02
PROCEDURE FOR POSTGRADUATE THESIS ASSESSMENT
Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
Responsibility
Flowchart Details Reference
Document/Record
5.9 Approved
(a) If Yes, proceed to step 5.11.
(b) If No, proceed to step 5.10.
TD/PT/PT (P/O)
SPS
5.10 (a) Request faculty/institute to make proposal and/or present new suggestions thirty (30) days after the notice is sent.
TD/PT/PT (P/O)
SPS (b) Ensure the suggestion is reconsidered by
JKPSU for approval.
PT/PT (P/O) SPS 5.11 (a) Upload JKPSU result into i-GIMS.
TD/PT (P/O) SPS (b) Inform JKPSU result by sending
appointment letters to JKPPT members after approval by JKPSU.
TD/PT/PT (P/O)
SPS (c) If Chairman and/or any of the appointed
examiners reject the appointment, refer to step 5.5.
Coordinator/PT/
PT (P/O) Faculty/Institute
5.12 (a) Accept completed form (PU/S/BR03/GS-15a) and verify information in relevant.
Thesis Submission Form for Examination (PU/S/BR03/GS-15a)
Coordinator/PT/
PT (P/O) Faculty/Institute
(b) Request students to submit completed form (PU/S/BR03/GS-15a) together with four (4) (for PhD)/ three (3) (for Masters) thesis to SGS.
Notes:
For ICP programme, thesis submission process is subject to agreement between UPM and related institutions.
Thesis Submission Form for Examination (PU/S/BR03/GS-15a)
PT/PT (P/O) SPS (c) Request student to submit completed
form (PU/S/BR03/GS-15a) together with four (4)/three (3) thesis and verify information in relevant.
Thesis Submission Form for Examination (PU/S/BR03/GS-15a)
No
5.10 Request Faculty/Institute to
present New Nomination
5.12 Send Thesis to JKPPT Members After Receiving Thesis
from Students for Examination
5.11 Send Appointment Letters to
JKPPT Members
5.9 Approved?
C D
Yes
E
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P014
Page: 6/11
Review No. : 10
Issue No. : 02
PROCEDURE FOR POSTGRADUATE THESIS ASSESSMENT
Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
Responsibility
Flowchart Details Reference
Document/Record
PT/PT (P/O) SPS
(d) Complete information of acceptance onto i-GIMS.
TD/PT/PT (P/O) SPS (e) Send a copy of thesis to JKPPT members
within seven (7) working days after receiving the thesis from student.
Work Instruction for Thesis Submission to Committee Members of Thesis Examination (UPM/PU/S/AK03/01)
TD/PT/PT (P/O) SPS (f) If any of the appointed examiners reject
thesis examination, refer to 5.5.
5.13 Receive thesis examination report (a) If yes, complete the information into i-
GIMS and proceed to step 5.15.
(b) If not receive within stipulated period, proceed to step 5.14.
Notes:
For ICP programme, the process of receiving the thesis examination report is subject to agreement between UPM and related institution.
TD/PT/PT (P/O) SPS
5.14 Send reminder to the examiners if the examiners does not submit thesis examination report within 45 days for PhD or thirty (30) days for Master, from the date of thesis acceptance.
Work Instruction for Thesis Submission to
Committee Members of Thesis Examination
(UPM/PU/S/AK03/01)
PT/PT (P/O) SPS
5.15 (a) Send notice for Viva voce to student, JKPPT and JKP members after approval from JKPPT members receiving.
JKPPT (b) Conduct the Final Examination (Viva
voce).
Notes:
For ICP programme, final exam (viva voce) is subject to agreement between UPM and related institution.
JKPPT
(c) Notify student about Final Examination (Viva voce) Result according to one following decisions:
Yes
No
5.15 Conduct the Final
Examination (Viva voce)
5.14 Send Reminder to Examiners
5.13 Receive Thesis Examination Report?
E
F
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P014
Page: 7/11
Review No. : 10
Issue No. : 02
PROCEDURE FOR POSTGRADUATE THESIS ASSESSMENT
Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
Responsibility
Flowchart Details Reference
Document/Record
(i) Thesis accepted without amendments. Studentis given fifteen (15) days to make corrections to the thesis as suggested by JKPPT. Then proceed to step 5.16.
(ii) Thesis accepted with amendments (Minor or Major). Studentis given thirty (30) days if minor amendments or sixty (60) days if major amendments to make corrections to the thesis as suggested by JKPPT. Then proceed to step 5.16.
Notes:
Students may apply for an extension on thesis submission with support by Supervisor to Dean of SPS.
(iii) Re-viva voce
The exam is conducted within sixty ( 60) days after first examination. If pass, proceed to step 5.16. If fail, student is given Fail grade.
(iv) Re-submission of Thesis Student is given a maximum of 2 semesters or a year to make all corrections and resubmit of thesis for examination. Student has to complete (PU/S/BR03/GS-15b) form. Then proceed to step 5.12. Notes:
Students may apply for an extension on thesis submission to the Dean of SGS supported by supervisors.
Thesis Re-submission for Examination Form (PU/S/BR03/GS-15b)
F
F
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P014
Page: 8/11
Review No. : 10
Issue No. : 02
PROCEDURE FOR POSTGRADUATE THESIS ASSESSMENT
Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
Responsibility
Flowchart Details Reference
Document/Record
(v) Re-submission of PhD thesis as
Master thesis. Student is given 60 days to make corrections on thesis as suggested by JKPPT. Then proceed to step 5.16.
Notes:
Students may apply for an extension on thesis submissionto the dean supported by supervisors.
(vi) Thesis rejected.
Student is given grade GB.
PT/PT (P/O) SPS (d) Obtain report from the Chairman of
JKPPT after Viva voce is conducted.
PT/PT (P/O) SPS (e) Give a copy of viva voce report to the
student, Chairman of JKP, members of JKP (except Extrernal Examiner) and Coordinator after receiving the report.
(f) Complete result information of viva voce result into i-GIMS.
Work Instruction For Conducting Viva voce (UPM/PU/S/AK03/02)
Coordinator/PT/
PT (P/O) Faculty/Institute
5.16 (a) Acceptance of Thesis Submission Form after final examination (Viva voce) (PU/S/BR03/GS-16a) that has been verified by the Chairman of JKPPT, Examiner, and the Chairman of JKP and verify the form by completing the relevant parts in the form.
Submission of Thesis After Viva voce Form (PU/S/BR03/GS-16a)
Coordinator/PT/
PT (P/O) Faculty/Institute
(b) Request students to submit the completed PU/S/BR03/GS-16a form together with a copy of thesis and other related documents to SGS.
PT/PT (P/O) SPS (c) Accept completed PU/S/BR03/GS-16a
form together with a copy of thesis and other related documents and verify the form by completing the related parts on the form.
5.16 Accept Thesis after Final Examination (Viva
voce)
F
G
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P014
Page: 9/11
Review No. : 10
Issue No. : 02
PROCEDURE FOR POSTGRADUATE THESIS ASSESSMENT
Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
Responsibility
Flowchart Details Reference
Document/Record
PT/PT (P/O) SPS (d) Complete the information onto i-GIMS.
TD/PT/PT (P/O) SPS
(e) Prepare student list for post graduate Degree Conferment Proposal meeting for JKKSTT review, JKPSU approval and University Senate endorsement.
Procedure For Endorsement and
Conferment of Postgraduate Degree
(UPM/PU/S/P017)
6.0 RECORD
Bil File Code, File Title and List of Record
Responsibility For Collating and Filing
Responsibility For
Maintenance
Place and Duration of
Record Keeping
Authority On
Disposal
1. UPM/SPS/(Matric No.) Student File
Notice of Thesis Submission Form, Table of Content and Research Summary.
Nomination of the Thesis Examination Committee (PU/S/BR03/GS-14b) Form and copy of Curriculum Vitae for External Examiner.
Appointment Letter of JKPPT members.
Thesis Submission Form for Examination (PU/S/BR03/GS-
PT/PT (P/O) SPS PT/PT (P/O) SPS Student File Room, SPS /
Network Attached Storage
Permanent
Director of General National
Archives of Malaysia
5.17 The Process Ends
G
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P014
Page: 10/11
Review No. : 10
Issue No. : 02
PROCEDURE FOR POSTGRADUATE THESIS ASSESSMENT
Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
Bil File Code, File Title and List of Record
Responsibility For Collating and Filing
Responsibility For
Maintenance
Place and Duration of
Record Keeping
Authority On
Disposal
15a) or Thesis Re-submission for Examination (PU/S/BR03/GS-15b) form.
Letter of Thesis Submission to JKPPT members.
Reminder notice to examiner (if related).
Examiner Report.
Letter of Invitation to Viva voce.
Letter of distribution of Viva voce report
Reminder notice to the Chairman of JKPPT (if related)
Submission of Thesis After Final Examination (Viva voce) Form
(PU/S/BR03/GS-16a) and list of thesis corrections.
2. UPM/( PTJ Code)/(Matric No.) Student’s File
Copy of Notice of Thesis Submission Notice (PU/S/BR03/GS-14 Form, Table of Content and Research Summary
Copy of Nomination of Thesis Examination Committee (PU/S/BR03/GS-14b) Form and Curriculum Vitae for ExternalExaminer.
Copy of Viva voce report
PT/PT (P/O) Faculty/Institute
PT/PT (P/O) Faculty/Institute
File Room Faculty/Instit
ute
At least for 2 years after students graduate
Director of General National
Archives of Malaysia
3. UPM/600-3/2/6 List of Student Thesis Manuscript Copy
PT (P/O) SPS PT (P/O) SPS Network Attached Storage
Permanent
Director of General National
Archives of Malaysia
MAIN SERVICE POSTGRADUATE
OFFICE OF DEPUTY VICE CHANCELLOR (ACADEMIC & INTERNATIONAL)
Document Code: UPM/PU/S/P014
Page: 11/11
Review No. : 10
Issue No. : 02
PROCEDURE FOR POSTGRADUATE THESIS ASSESSMENT
Date: 19/06/2020
Printed documents are ‘UNCONTROLLED DOCUMENTS’ In case of any dispute, the Bahasa Melayu version shall be used as the correct interpretation
Bil File Code, File Title and List of Record
Responsibility For Collating and Filing
Responsibility For
Maintenance
Place and Duration of
Record Keeping
Authority On
Disposal
4. UPM/600-3/2/8 Record of Distribution of Thesis/CD to Library
Letter of Thesis/CD Distribution
Student Name List
Form for Confirmation of Thesis Acceptance (PU/S/BR03/GS-16c)
PT (P/O) SPS PT/PT (P/O) SPS General Office
Thesis Unit / Network Attached Storage
Permanent
Director of General National
Archives of Malaysia
5. UPM/(PTJ Code)/600-3/2/5 List of Thesis
Student Name List
PT (P/O) Faculty/ Institute
PT (P/O) Faculty/ Institute
Faculty/ Institute
Permanent
Director of General National
Archives of Malaysia
6. UPM/(PTJ Code)/600-4/2/9
Appointment of Examiners
Record/Note for Agreement of
External Examiner
CV External Examiner.
PT (P/O) Faculty/ Institute
PT (P/O) Faculty/ Institute
Faculty/ Institute
3 years
Director of General National
Archives of Malaysia
7. UPM/600-9/26 JKKPPPTP Minute Meeting
JKKPPPTP Minute Meeting
Related Paperwork.
PT/PT (P/O) SPS PT/PT (P/O) SPS Network Attached Storage
3 years
Director of General National
Archives of Malaysia